About the Role

Our Client is a leading force in Commercial and Retail Property Management. We pride ourselves on managing premium office parks, retail centres, and industrial nodes. We are looking for a highly organized and financially astute Debtors Administrator to manage the rental and recovery collections for a prestigious portfolio.

The ideal candidate is a "recoveries expert" who understands the complexity of commercial leases—from gross rentals to triple net recoveries—and has the resilience to manage tenant relationships professionally while strictly enforcing lease terms.

Key Responsibilities

• Rental Invoicing: Generate accurate monthly invoices based on various lease structures (Gross, Net, and Triple Net), ensuring escalations are applied correctly.
• Recoveries (Operating Costs & Utilities): Calculate and invoice monthly recoveries for operating costs, rates and taxes, and utility consumption (water/electricity), ensuring accurate apportionments per lease clauses.
• Collections Management: Proactively manage the debtor's book to ensure timeous collection of rentals and recoveries. Conduct regular follow-ups with corporate and retail tenants to reduce overdue days.
• Account Reconciliation: Prepare clear and concise reconciliation statements for tenant queries, specifically breaking down disputed operating cost charges.
• Query Resolution: Serve as the primary point of contact for tenant finance departments, resolving complex queries related to arrear rentals, VAT adjustments, and prior year recoveries.
• Legal Handover: Prepare documentation for the handover of defaulting tenants to attorneys or managing agents for legal action and eviction proceedings.
• Reporting: Prepare monthly debtors' age analysis and cash flow forecasts for Portfolio Managers and Property Owners.
• Tenant Onboarding: Liaise with the leasing team to set up new tenants on the accounting system with correct invoicing parameters and deposit requirements.

Qualifications & Experience

• Matric / Grade 12 is essential.
• Tertiary qualification in Finance, Accounting, or Property Studies (advantageous).
• Minimum 3 years' experience as a Debtors Clerk or Accounts Receivable Clerk.
• Essential: Previous experience in a Commercial, Retail, or Industrial Property Management environment.
• Experience managing large corporate tenant accounts and understanding of B2B collections (as opposed to residential consumer collections).
• Proficiency with property management software (e.g., MDA, SAPO, Re-Leased, or MRI) is highly advantageous.
• Advanced Microsoft Excel skills (Pivot Tables, VLOOKUP’s, SUMIFS) for analyzing large recovery data sets.

Skills & Attributes

• Deep understanding of commercial lease clauses regarding recoveries, deposits, and VAT.
• Strong numerical ability and analytical thinking.
• Excellent communication skills—able to professionally liaise with Financial Directors and Tenant Coordinators.
• Ability to work under pressure and meet strict month-end deadlines.
• High level of integrity and confidentiality when dealing with tenant financial data.